Whatever art is expressed through your live performance, you must prepare it with the greatest care and the best tools. Drama, dance, or circus performances are not planned in a day. By following the key steps to organising a show described below, you’re increasing your odds of success. Basic rules, paperwork and communication won’t have any secrets for you!
Summary
1. Mastering the basics
The target audience
Before producing a live show, it’s crucial to clearly define your target audience. This initial structuring phase will guide the rest of your project: marketing, communication, type of performance, choice of venue, and more. Even if the audience might vary on the day, it’s wise to start with a solid foundation, taking into account the local context and the positioning of your organisation (charity, company, legal entity, etc.).
The better you know your audience, the better you can prepare the welcome, delivery, and overall success of your event.
The venue
The location of the show is as important as the quality of the venue receiving the attendees. You’ll need to consider the accessibility of events and search for the ideal venue.
Administrative steps include checking venue certification, legal status of your company or association, and the role of the producer. Logistics like technical setup and filing for event permits fall under the producer’s responsibilities.
The artists
Depending on your show, you might need dancers, actors, musicians, or comedians. Whether professional or amateur, ensure the performers’ style, training, and experience align with your vision. Their integration into your event should also consider budget, social laws, and logistics like backstage access and accommodation.
The budget
Whether your show is free or not, whether it is for profit or not, you will have to think about a budget. Take a look at our article entitled Basic rules to create your event’s budget. You will see that it is better to think about your budget before you start organising your show.
2. Complying with administrative requirements
Organising a live performance is not something you can improvise: in addition to the artistic and logistical aspects, there are a number of administrative formalities to be complied with. The first step is to register your event with the town hall. The decision you take will depend on the venue you choose, and in particular whether it complies with safety and accessibility standards. This consideration will help you to adapt the administrative aspects, such as the status of performance promoter, legal status, declaration of activity, verification of copyrights and the employment law framework.
If your project is more than a one-off event, or if you are organising more than six performances a year, for example, you will also need to apply for a performance contractor’s licence. There are several types, depending on whether you are a natural person or a legal entity, and on your role (production, dissemination or exploitation).
Although these obligations are sometimes perceived as restrictive, they are there to provide a framework for a sensitive sector of activity in which public safety and clarity of responsibilities are paramount. For a clearer picture, don’t hesitate to consult IRMA’s reference publication on the subject: it details the essential points to be aware of and the steps to be taken by all entertainment entrepreneurs.
3. Using a spectacular ticketing solution
An all-in-one ticketing platform
Your Weezevent ticketing module can be added to your website in a matter of seconds. If you don’t have a website, you can create a free Weezevent mini-site dedicated to your show. In both cases, you can link it to your Facebook event and page to sell more tickets. If you wish, you can sell tickets on location the day of your show using Weezevent’s box-offices and thermal printers. Increase your odds of selling-out your show!
Tickets adapted to the venues
Regardless of the venue or location where your live performance takes place, some audience members will necessarily have a better seat than others. It is therefore appropriate to offer different rates based on the quality of the seat. However, be careful not to ask for an outrageous price for the best seats, nor to offer seats of very poor quality on the pretence that their price is low. This will probably backfire on you later.
With Weezevent, you can easily set-up rates according to the location: pit, stands, balconies, first row, etc. Combined with Weezevent’s numbered seating option, this considerably increases the quality of the service offered to the audience. You can also offer different rates: standard/discounted or fixed/free.
Sessions for each performance
Weezevent’s ticketing solution is so user-friendly that you can effortlessly create multiple sessions! Schedule as many dates and times as you want in Session Mode. This will save you precious hours when preparing your show!
4. Ensuring flawless security
Security is an integral part of the successful organisation of a live performance, whatever its size. While the use of a security service depends on the context: the nature of the event, the capacity of the venue, the profile of the audience, etc., an effective access control system is essential. It is the first line of defence against intrusions, fraud and incidents, and it is also a key element in guaranteeing a smooth, reassuring welcome from the moment people enter.
With the access control system proposed by Weezevent, you benefit from a reliable, rapid solution adapted to your structure. Each ticket is scanned in 1 second, and invalid access is immediately detected, reducing the risk of fraud to zero.
You can also configure different levels of access to manage reserved areas: backstage, artists’ areas, dressing rooms, staff areas, etc. It’s a simple way of controlling flows while ensuring the security of all stakeholders.
Depending on the configuration of your event and the number of people attending, you can choose between the free WeezAccess mobile application, which is ideal for smaller venues or those in a test phase, and the professional WeezAccess Pro terminals, designed for large-scale shows. This meticulous preparation will ensure a frictionless welcome and an optimal experience from the outset.
5. Communicating to fill your show
Stand out from the crowd and attract as many people as possible by creating visuals that match your show’s artistic offering. Not sure which communication channels to use to fill your show? Compare what similar events around you – or events that are different from yours – are using. Don’t try to do everything but rather choose the 3-4 most relevant channels.
On all web channels – website, Facebook, Instagram, etc. – share a link to your online ticketing so that your potential audience members can book tickets in a few clicks.
And it doesn’t stop once your performance is over. Thanks to all the email addresses collected when attendees bought their tickets, you can let them know when you organise new performances.
Now you know how to prepare a memorable show. With Weezevent, you can do more than just sell tickets online. Discover all our other services by clicking on the button below:
